So, You are Treasurer of your 4-H Club!
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So, You are Treasurer of your 4-H Club!
Montana 4-H Center for Youth Development
2009
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Congratulations!
• Your job is essential to your 4-H club.
• You have a VERY important role to play in managing club money.
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As Treasurer, you are responsible for…
• The 4-H club’s money• The 4-H club’s bank accounts• And maybe even the 4-H club’s fund
raising activities• Ensuring proper management of
these funds
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4-H Club Fund Raising Ideas
• Carnival• Recycling Drive• Box Supper• Car Wash• Candy Sale• Window Washing• Calendar Sales• Paint Mailboxes
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4-H Fund Raising Guidelines
• Any fund raiser must have an educational purpose
• Record of income and expenses for each fund raiser is required
• A financial report must go to Extension Office within 30 days after the event.
• Funds are used for 4-H related expenses only ---– Not for individual club members– Not for personal expenses
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4-H Fund Raising Guidelines (cont’d)
• Revenue received from any fundraiser must be in a 4-H account
• Must be used by the sponsoring club or 4-H group.
• 50/50 Fund Raisers may not be held (this includes any betting activities)
• Raffles:– should have a quality product for the
winner – not cash!– Check with County Commissioners for
guidelines to conduct a raffle
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Laws affecting 4-H Club Funds
• 4-H Club Money belongs to the club – not the individuals in club.
• The treasurer’s records of the 4-H club are open for inspection at any time by anyone.
• “Keeping the Books” includes the checkbook, the receipt book, the check register, payment vouchers and bank statements.
• Follow the guidelines in the “So, You Are Treasurer of Your 4-H Club Book” (#5242—revised June 2004).
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Serving as a new 4-H Treasurer
• Know what types of bank accounts your club has.
• Visit the bank to learn about their services and expectations.
• Refer to the treasurer’s book for more guidance.
• Learn what the club’s Federal Employer Identification (EIN) number is. (Each club must have one of these.)
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Reviews
• Who: The President appoints a review committee--2 members and 1 leader
• What: A formal review of a club’s financial accounts.
• When: To be done before a new treasurer receives the records.
• Why: To see that the club money has been spent correctly.
• Why: To be sure the records are accurate --- accountability.
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What to bring to each club meeting
• The approved budget• The checkbook• Yourself and the leader
who is authorized to sign checks should be at the meetings.
• Envelopes and stamps
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The Club Budget
• Based on the Club Plan of Work – what the club will do during the year.
• Includes expected income and expenses for the club year.
• Is usually just an estimate, but also provides a plan for the year.
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Responsibilities• To keep the 4-H Club’s check register up
to date.• To issue receipts when the club receives
money.• To prepare and make bank deposits for
the club.• Pay the bills with appropriate
documentation (voucher, receipt/invoice and appropriate signature)
• Write checks on behalf of the club• Prepare a monthly treasurer’s report.• See the 4-H Club Treasurer’s Book for
details on doing these things.
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Monthly Treasurer’s Report – a Priority!!
• Shows the club membership the financial activity of the previous month.
• Circulate a copy of the treasurer’s report and the bank statement among the club members at each meeting.
• When approved, it is included with the Secretary’s minutes.
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Record of Club Finances
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Reconciling the Checkbook
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Annual Summary Financial Report
• Required of all 4-H Clubs, Councils, Committees, and groups.
• Creates an open, public record• Fulfills the financial review concerns
of MSU• Completes the federal requirements for
financial accounting by 4-H Clubs.• Due in the County Extension Office on
September 30th of each year.
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Begin at the Beginning
• The book – “So, You Are Treasurer of Your 4-H Club” is your manual. Take it one step at a time and you’ll soon know what must be done for each duty.
It’s also important to select an adult leader/parent coach to work with you. This should be someone other than your parent(s). This person can assist you with your work as treasurer, too.
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Have fun and learn as much as you can!